10.3. Project Planning and Schedule

10.3. PROJECT PLANNING AND SCHEDULE

PROJECT CLASSIFICATION

 

Project classification refers to categorizing projects based on certain criteria or characteristics. Project classification helps in organizing and managing projects more effectively by understanding their nature, scope, and requirements. Here are some common project classification approaches:

 

Industry Classification: Projects can be classified based on the industry or sector they belong to, such as construction, healthcare, information technology, manufacturing, or finance. This classification helps in understanding the specific domain knowledge, regulations, and best practices associated with a particular industry.

 

Size and Complexity Classification: Projects can be classified based on their size and complexity, ranging from small, simple projects to large, complex ones. This classification helps in determining the level of resources, expertise, and project management techniques required for successful execution.

 

Strategic Classification: Projects can be classified based on their strategic importance and alignment with organizational goals. This classification helps in prioritizing projects and allocating resources accordingly. Projects can be classified as strategic, tactical, or operational based on their impact on the organization's strategic objectives.

 

Duration Classification: Projects can be classified based on their duration, such as short-term projects (less than six months), medium-term projects (six months to two years), or long-term projects (more than two years). This classification helps in managing project timelines, resource allocation, and stakeholder expectations.

 

Risk Classification: Projects can be classified based on their risk levels, ranging from low-risk projects to high-risk projects. This classification helps in identifying and addressing potential risks and uncertainties associated with different projects.

 

Functional Classification: Projects can be classified based on the functional area they primarily serve, such as marketing, research and development, operations, human resources, or finance. This classification helps in assigning project responsibilities to specific departments or teams.

 

Geographical Classification: Projects can be classified based on their geographical location or reach, such as local projects, regional projects, national projects, or international projects. This classification helps in understanding the regulatory and cultural differences, as well as the logistics involved in executing projects in different locations.

 

PROJECT LIFE CYCLE PHASES

 

The project life cycle refers to a series of phases that a project goes through from initiation to completion. While the specific names and number of phases may vary depending on the project management methodology used, the following are commonly recognized project life cycle phases:

 

Initiation Phase: This phase involves the initial conceptualization of the project. It includes activities such as defining the project objectives, identifying stakeholders, conducting feasibility studies, and obtaining approval to proceed with the project.

 

Planning Phase: In this phase, the project scope, deliverables, timeline, budget, and resources are defined in detail. The project plan is developed, outlining tasks, responsibilities, and the overall approach for project execution. Risk assessment and mitigation strategies are also established during this phase.

 

Execution Phase: This is the main implementation phase of the project. Activities planned in the project plan are executed, and the project team works to complete the defined tasks and deliverables. Regular communication, monitoring of progress, and managing changes are key aspects of this phase.

 

Monitoring and Control Phase: Throughout the project, progress and performance are continually monitored against the project plan. This phase involves tracking project activities, managing risks and issues, and ensuring that the project remains on track. Adjustments and corrective actions are taken as needed to keep the project aligned with objectives.

 

Closure Phase: This is the final phase of the project. The project is formally completed, and deliverables are handed over to the stakeholders. Activities in this phase include conducting project reviews, documenting lessons learned, and celebrating project success. Project closure also involves finalizing financials, archiving project documentation, and transitioning resources.

 

PROJECT PLANNING PROCESS

 

The project planning process involves defining the project scope, objectives, deliverables, timeline, resources, and other essential aspects to create a comprehensive plan for project execution. Here are the key steps typically involved in the project planning process:

 

Define Project Objectives: Clearly articulate the purpose and objectives of the project. Identify what the project aims to achieve, the desired outcomes, and the benefits it will bring to the organization or stakeholders.

 

Conduct Stakeholder Analysis: Identify and analyze the individuals, groups, or organizations that have an interest or influence in the project. Understand their needs, expectations, and potential impacts on the project. This helps in managing stakeholders effectively throughout the project.

 

Determine Project Scope: Define the boundaries of the project by identifying what is included and what is excluded. Clearly specify the project deliverables, constraints, assumptions, and any limitations that may impact the project.

 

Create Work Breakdown Structure (WBS): Break down the project into smaller, manageable components known as work packages. Develop a hierarchical structure that organizes tasks and subtasks, ensuring that all project activities are accounted for.

 

Define Activities and Dependencies: Identify and list all the specific tasks required to complete the project. Determine the sequence and dependencies among these tasks, ensuring that they are logically connected and that each task can start and finish at the right time.

 

Estimate Resource Requirements: Identify the types and quantities of resources needed to execute the project. This includes human resources, equipment, materials, and any external support required. Estimate the duration and effort required for each activity.

 

Develop Project Schedule: Create a timeline or schedule that specifies when each activity will start and finish. Consider dependencies, resource availability, and any critical path constraints to establish realistic timelines for the project.

 

Allocate Resources: Assign resources to each activity based on their availability, skills, and roles. Ensure that resources are allocated efficiently to avoid overloading or underutilization.

 

Identify and Mitigate Risks: Identify potential risks and uncertainties that may affect the project. Assess their likelihood and impact, and develop strategies to mitigate or respond to them. Include risk management activities in the project plan.

 

Develop Communication and Reporting Plan: Define the communication channels, frequency, and stakeholders involved in project communication. Determine how progress will be tracked, documented, and reported to stakeholders throughout the project.

 

Create Budget and Cost Estimates: Estimate the costs associated with the project, including personnel, materials, equipment, and any other expenses. Develop a budget and establish cost control mechanisms to monitor and manage project expenditures.

 

Review and Validate the Plan: Conduct a thorough review of the project plan to ensure its completeness, accuracy, and feasibility. Seek feedback and validation from key stakeholders to ensure alignment and obtain necessary approvals.

 

PROJECT SCHEDULING( BAR CHART, CPM, PERT)

 

Project scheduling involves creating a timeline or schedule that outlines the start and end dates for project activities. There are several methods commonly used for project scheduling, including the bar chart, Critical Path Method (CPM), and Program Evaluation and Review Technique (PERT). Let's take a look at each of these methods:

 

Bar Chart (Gantt Chart):

A bar chart, also known as a Gantt chart, is a visual representation of project activities along a timeline. It displays activities as horizontal bars, with the length of the bars representing the duration of each activity. The chart also shows dependencies between activities, milestones, and the overall project duration. Gantt charts are useful for understanding the sequence of activities and their timeline, allowing project managers to plan and track progress effectively.

 

Critical Path Method (CPM):

CPM is a project scheduling technique that identifies the critical path—the longest sequence of dependent activities that determines the project's overall duration. CPM involves listing all project activities, determining their dependencies, estimating their durations, and calculating early start, early finish, late start, and late finish times for each activity. By identifying the critical path, project managers can focus on activities that directly impact the project's duration and ensure timely completion.

 

Program Evaluation and Review Technique (PERT):

PERT is a probabilistic project scheduling technique that incorporates uncertainty in activity durations. PERT uses three time estimates for each activity: optimistic (O), most likely (M), and pessimistic (P). From these estimates, the expected duration (TE) and standard deviation (SD) are calculated. PERT also considers dependencies between activities. By using expected durations and probabilities, PERT can provide a more accurate estimate of project completion time and identify activities with the highest potential impact on the schedule.

 

Both CPM and PERT help identify the critical path, but PERT additionally considers uncertainty in activity durations. PERT can be useful when activities have a high degree of variability or when accurate duration estimates are challenging.

 

RESOURCE LEVELING AND SMOOTHING

 

Resource leveling and resource smoothing are two techniques used in project management to manage and optimize resource utilization. Let's take a closer look at each of these techniques:

 

Resource Leveling:

Resource leveling is a technique used to adjust project schedules to avoid resource conflicts or overutilization. The goal is to ensure a smooth and balanced allocation of resources over time. This technique involves analyzing the resource requirements of different project activities and making adjustments to the schedule to resolve resource conflicts.

In resource leveling, the focus is on maintaining a consistent workload for resources, even if it means extending the project's duration or delaying certain activities. This technique helps prevent resource bottlenecks and ensures that resources are not overcommitted or underutilized.

 

Resource leveling typically involves the following steps:

a. Identify resource conflicts or overutilization: Analyze the project schedule and resource requirements to identify periods where resources are overloaded or conflicts arise.

b. Determine alternative scheduling options: Explore different possibilities to adjust the schedule, such as shifting activity start dates, extending durations, or modifying dependencies.

c. Evaluate the impact of adjustments: Assess the impact of the proposed schedule adjustments on project duration, critical path, and other project constraints.

d. Implement schedule adjustments: Make necessary changes to the project schedule to resolve resource conflicts and achieve a more balanced resource allocation.

 

Resource Smoothing:

Resource smoothing is another technique used to manage resource allocation while keeping the project duration unchanged. The objective of resource smoothing is to minimize resource fluctuations by maintaining a consistent resource utilization rate throughout the project. Unlike resource leveling, resource smoothing allows flexibility in the project schedule as long as the overall project duration remains the same.

In resource smoothing, the focus is on maintaining a consistent level of resource demand by optimizing the allocation of resources within their available slack or float. This technique helps in reducing peaks and valleys in resource utilization, improving resource efficiency, and ensuring a more stable workflow.

 

Resource smoothing typically involves the following steps:

a. Identify resource demand fluctuations: Analyze the resource demand pattern to identify periods of high and low resource requirements.

b. Optimize resource allocation: Explore options to adjust the allocation of resources within their available slack or float to even out resource demand.

c. Evaluate the impact of adjustments: Assess the impact of the proposed resource allocations on project constraints, critical path, and overall resource utilization.

d. Implement resource adjustments: Make necessary changes to the resource assignments and schedule to achieve a smoother resource utilization pattern.

 

Both resource leveling and resource smoothing are important techniques for managing resources effectively in projects. The choice between these techniques depends on the project's specific requirements, constraints, and priorities.

 

MONITORING/ EVALUATION / CONTROLLING

 

Monitoring, evaluation, and controlling are crucial aspects of project management that ensure project progress, performance, and outcomes align with the planned objectives. Let's explore each of these processes in project management:

 

Monitoring:

Monitoring involves the systematic and ongoing tracking of project activities, progress, and performance indicators. It aims to provide real-time information about the project's status, identify deviations from the plan, and assess the effectiveness of project implementation. Key steps in the monitoring process include:

Collecting and analyzing data: Gather relevant data on project activities, timelines, costs, quality, and other performance metrics. This can involve regular progress reports, site visits, surveys, or data collection tools.

Comparing actual progress with planned targets: Compare the collected data against the project plan to assess if the project is on track or experiencing any deviations. Identify areas where corrective actions may be required.

Documenting and reporting: Document the monitoring findings and prepare reports to communicate project progress, issues, and recommendations to stakeholders. Regular reporting helps in maintaining transparency and keeping stakeholders informed.

Evaluation:

Evaluation involves assessing the project's overall performance, achievements, and impacts against predetermined criteria and objectives. It aims to determine the effectiveness, efficiency, relevance, and sustainability of the project. Evaluation is typically conducted at specific milestones or at the project's completion. Key steps in the evaluation process include:

Defining evaluation criteria: Determine the criteria, indicators, and standards against which the project will be evaluated. These can include factors like project outcomes, stakeholder satisfaction, cost-effectiveness, and sustainability.

Collecting and analyzing data: Gather relevant data through surveys, interviews, document reviews, or other evaluation methods. Analyze the data to assess the project's performance and impacts.

Drawing conclusions and making recommendations: Based on the evaluation findings, draw conclusions about the project's strengths, weaknesses, and overall success. Provide recommendations for improvements or future actions.

Reporting and dissemination: Prepare an evaluation report to communicate the findings and recommendations to stakeholders. Share the report widely to facilitate learning, accountability, and knowledge sharing.

Controlling:

Controlling involves taking corrective actions to address deviations or variances identified during the monitoring process. It aims to ensure that the project stays on track and meets its objectives. Key steps in the controlling process include:

Analyzing deviations: Identify and analyze any deviations from the planned objectives, timelines, costs, quality standards, or other performance metrics.

Determining corrective actions: Based on the analysis, develop corrective action plans to address the deviations and bring the project back on track. These actions can involve revising schedules, adjusting resource allocations, or implementing quality improvement measures.

Implementing corrective actions: Execute the planned corrective actions and monitor their effectiveness. Adjust the project plan as needed to incorporate the changes.

Reviewing and reassessing: Continuously review the project's progress, assess the impact of corrective actions, and make further adjustments if necessary. Regularly update stakeholders on the status of corrective actions and the project's performance.